Executive Assistant III

Pacific Clinics•San Bernardino, CA

About The Position

Performs the highest level of executive support for the CEO, making independent decisions on assignments and coordinating activities with external contacts, Board members, and agency staff. In the executive’s absence, may act for the executive by providing direction or guidance to resolve immediate issues. Receives and distributes incoming documents, telephone inquiries, and other communications to the executive or other senior executives as appropriate. Manages assigned special projects, including company-wide events and cross-functional policy- and practice-related projects. The role requires maintaining appropriate confidentiality, applying knowledge of agency practices and organizational requirements, and representing the agency professionally in communications with outside agencies, vendors, youth, and families. The position may involve driving on agency business and requires an acceptable motor vehicle record and appropriate insurance coverage. The employee will not have unsupervised contact with children and must complete a full background check and TB exam.

Requirements

Associate of Arts or Science degree, or an equivalent combination of education and experience in an executive administrative role.
Eight years of progressively responsible executive administrative experience.
Experience with shorthand and efficient note taking.
Must be able to perform the essential duties satisfactorily; reasonable accommodations may be made for individuals with disabilities.
Will not have unsupervised contact with children.
Full background check and TB exam required.
May be called upon to drive on agency business; must have an acceptable motor vehicle record and appropriate insurance coverage.
Physical ability to use hands to handle or feel objects, tools, or controls; reach with hands and arms; and taste or smell. Required vision abilities include close, distance, color, and peripheral vision, depth perception, and ability to adjust focus.

Responsibilities

Apply the appropriate level of confidentiality to different types of information.
Apply knowledge of agency practices and organizational requirements.
Participate in or lead agency-level activities to help the agency meet requirements or regulatory standards.
Receive and review significant communications to the agency; conduct research and analysis to provide relevant background information for executive decision-making.
Edit agency documents for grammar, spelling, and formatting; recommend or alert the executive to needed revisions based on knowledge of the agency and outside contacts.
Communicate professionally and courteously with outside agencies, vendors, youth, and families as an agency representative.
Coordinate and manage special events.
Independently create forms, reports, manuals, filing systems, and similar materials to facilitate agency business.
Answer questions about company policies and procedures or route questions to appropriate employees.
Handle administrative functions, including budgets, ordering office supplies and equipment, and performing or arranging routine maintenance of basic office equipment.
Track expenses and assist with reconciliation and preparation of reports on activity costs.
Work with colleagues at all levels of the organization.
Observe and participate in committees and continuous quality improvement activities as needed.
Perform other related responsibilities as assigned to support agency business needs.
Receive and distribute incoming documents, telephone inquiries, and other communications to the executive or other senior executives as appropriate.
Manage assigned special projects, including company-wide events and cross-functional policy- and practice-related projects.
In the executive’s absence, provide direction or guidance to resolve immediate issues when acting for the executive.